Changes to Local Schedule PS

Effective August 14, 2011


Changes to Local Schedule PS

Effective August 14, 2011

Note: The use of an asterisk (*) in the third edition of Local Schedule PS indicates that the record is either new to this edition, the retention period for the record has been changed, or amendments have been made to the description of or remarks concerning the record. An asterisk is not used to indicate minor amendments to grammar or punctuation. Only the changes to those records series with an asterisk have been included in the list below.

Note: Typographical error in Juvenile Records section (Section 2-5) corrected on February 26, 2014. See pages 2-3 of this document for more information.

Record Number / Records Series Title / Description of Change
PART 1: GENERAL OPERATIONS RECORDS
PS4050-06 / Surveillance Videos / New records series.
PS4050-07 / GPS Tracking Records / New records series.
PS4100-05 / Dispatch Reports / Retention period increased to 2 years.
Retention Note added; archival review now required.
PART 2: LAW ENFORCEMENT RECORDS
PS4125-01 / Activity Logs or Dockets / Retention Note added; archival review now required.
PS4125-04 / Video and Audio Recordings from Police Vehicles / Records series title changed (formerly “DWI Video Tapes”).
PS4125-04a / Video and Audio Recordings from Police Vehicles – no charges filed / Retention period increased to 90 days after the date of the stop.
Citation added: Code of Criminal Procedure, art. 2.135-2(b).
PS4125-04b / Video and Audio Records from Police Vehicles – Class C misdemeanor charge filed / New subseries.
Retention period increased to 90 days after the date of the stop.
Citation added: Code of Criminal Procedure, art. 2.135-2(b).
PS4150-01 / Accident Reports / Divided into two subseries: Originals (4150-01a) and Copies (4150-01b).
PS4150-01a / Accident Reports – originals / Retention period changed to reflect original reports’ being sent to TxDOT and not kept at the local level.
PS4150-01b / Accident Reports – copies / Subseries divided into two new sub-subseries based on whether arrest was made. If no arrest was made, the copy is kept AV. If an arrest was made, the report is kept for the retention period of the Offense Investigation Record (PS4125-05b).
PS4150-07 / Incident Reports / Retention period increased to 3 years.
PS4175-02 / Criminal Intelligence and Analysis Files / Remarks changed to reflect update in Chapter 61, Code of Criminal Procedure, pertaining to when the records in this series must be destroyed.
PS4175-04 / Fugitive Reports / Retention Note added; archival review now required.
PS4175-10 / Sex Offender Registration Records / Citation changed to Chapter 62, Texas Code of Criminal Procedure.
Retention period changed; these records may now be destroyed if the sex offender is deceased.
Retention Notes changed; these records must now be destroyed once the individual is no longer required to register as a sex offender.
PS4175-16a / Protective Orders – emergency orders issued by magistrates / Divided into two subseries based on the authority under which the magistrate issues the protective order, with corresponding retention periods.
PS4175-16b / Protective Orders – issued pursuant to certain sections of the Family Code / Citations changed to Section 3.581 and Chapter 85, Family Code.
PS4175-20 / DNA Collection Records / New records series.
PS4200-05 / Jail Population Reports / Retention Note added; archival review now required.
Section 2-5: Juvenile Records: Entire Juvenile Records section (4225-01 through 4225-04)replaced with PS4225-05 through PS4225-17c to reflect major revisions in the Family Code.
4225-01 through 4225-04 / Change made after Administrative Rule adoption on February 26, 2014: Corrected typographical error. Withdrawn series were listed as “4425-01 through 4425-04,” when this in fact should have been listed as “4225-01 through 4225-04.”
PS4225-05 / Video Recordings (Juvenile Detention Hearings) / New records series.
PS4225-06 / Juvenile Delinquency Records (Informal Disposition Cases) / New records series.
PS4225-07 / Report on Juvenile Delinquency Records (Informal Disposition Cases) / New records series.
PS4225-08 / Juvenile Delinquency Records (First Offender Program) / New records series.
PS4225-09 / Report on Juvenile Delinquency Records (First Offender Program) / New records series.
PS4225-10 / Juvenile Delinquency Cases (Non-referred Cases) / New records series.
PS4225-11 / Video Recordings of Requests for Breath Specimen Tests / New records series.
PS4225-12 / Juvenile Delinquency Records (Statutory Warnings) / New records series.
PS4225-13a / Juvenile Case Papers of Juvenile Probation Departments – for offenses committed between 9/1/87 and 12/31/95 / New records series.
PS4225-13b / Juvenile Case Papers of Juvenile Probation Departments – for offenses committed on or after 1/1/96 / New records series.
PS4225-14a / Fingerprints and Photographs of Juveniles – offenses committed on or before 8/31/87 / New records series.
PS4225-14b / Fingerprints and Photographs of Juveniles – for offenses committed between 9/1/87 and 12/31/95 / New records series.
PS4225-14c / Fingerprints and Photographs of Juveniles – for offenses committed on or after 1/1/96 / New records series.
PS4225-15 / Juvenile Detention Register / Formerly PS 4225-04 on previous editions of Local Schedule PS; no change in the series other than record number.
PS4225-16 / Juvenile Information Systems (Local) / New records series.
PS4225-17a / Juvenile Case Papers of Prosecuting Attorneys – offenses committed on or before 8/31/87 / New records series.
PS4225-17b / Juvenile Case Papers of Prosecuting Attorneys – for offenses committed between 9/1/87 and 12/31/95 / New records series.
PS4225-17c / Juvenile Case Papers of Prosecuting Attorneys – for offenses committed on or after 1/1/96 / New records series.
PS4325-01a / Police Academy Records – records relating to administration and conduct of the program / Citation changed to 37 TAC 215.1(c).
PS4235-01c / Police Academy Records – minutes of meetings of academy advisory boards / Citation changed to 37 TAC 215.7(e).
PS4325-03 / Reports of Resignation or Termination / Two citations added: 37 TAC 217.7 (g); and reporting requirements Texas Occupations Code, Section 1701.451.
PART 3: RECORDS OF COUNTY MEDICAL EXAMINERS
PS4375-02b / Inquest Case Files – photographs and tissue slides / Retention note added: administrative value of these materials varies greatly depending on the circumstances of the death investigated (for example, materials pertaining to a death certified as a homicide will generally have much greater value than those of a death of natural causes).
PS4375-02c / Inquest Case Files – Reports and consents for autopsy… [misc. documents relating to an inquest investigation] / Retention note added: administrative value of these materials varies greatly depending on the circumstances of the death investigated (for example, materials pertaining to a death certified as a homicide will generally have much greater value than those of a death of natural causes).
PART 4: RECORDS OF FIRE FIGHTING AND EMERGENCY MEDICAL SERVICE AGENCIES
PS4450-02 / Emergency Medical Service Run Reports / Series divided into two subseries based on whether treatment was rendered.
PS4450-02a / Emergency Medical Service Run Reports – treatment rendered / Retention period unchanged; this series now excludes reports for cases in which treatment was refused.
PS4450-02b / Emergency Medical Service Run Reports – treatment refused / New records series.
PS4475-01b / Alarm Permits and Associated Documentation – applications and documentation of issuance of permits / Series now excludes inspection/evaluation reports (the reports now form their own series, PS4475-01c).
PS4475-01c / Alarm Permits and Associated Documentation – inspection/evaluation reports / New records series.
PS4475-02b / Automatic Sprinkler System Permits and Associated Documentation – applications and documentation of issuance of permits / Series now excludes inspection/evaluation reports (now PS4475-02c).
PS4475-02c / Automatic Sprinkler System Permits and Associated Documentation – inspection/evaluation reports / New records series.
PART 6: RECORDS OF COUNTY, DISTRICT, AND CRIMINAL DISTRICT ATTORNEYS
PS2575-06 / Grand Jury Docket or Minutes / Series divided into two subseries based on whether the county or district clerk possesses a copy of the proceedings.

State and Local Records Management Division 2

Texas State Library and Archives Commission